Privacy Policy

Great Pet Vet is operated by Great Pet Software, LLC, registered in Oklahoma, with its registered office at 4200 N Classen Boulevard, Suite 210, Oklahoma City, OK 73118.

We make the software your veterinary clinic uses. Throughout this policy, "we" means Great Pet Software and "the clinic" means the practice you book with.

There are two different relationships here, and the difference decides who you go to. Your account — your name, email and sign-in — is ours, and this policy covers it. Your pet's medical record is the clinic's, and we hold it on their behalf under their instructions.

Questions about this policy: privacy@greatpetvet.com

What you give us: your name, email address, phone number and address; your pet's details; and the answers on an intake form before a visit.

Before you have an account: if you check availability and pick a day without signing in, we record the email address you enter, your pet's species and sex, and the clinic, service and day you chose. We hold that place for 15 minutes while you confirm your email. The clinic you chose can see the reservation. If you never confirm, we delete the reservation a week after it lapses. We do not use the address to send you anything other than the code you asked for.

What the service records as you use it: your appointments and their history, check-in codes, waitlist entries, and the changes you make to a booking.

What we collect automatically: IP address, browser and device information, and technical logs. When something breaks, our error monitoring records the failure and the page it happened on so we can fix it.

What the clinic adds: what happened at the visit, the treatments given, the final price, and the visit report written afterwards.

We do not collect payment card details. Payment is taken by the clinic directly and does not pass through us.

We hold your pet's species, breed, sex, date of birth, weight, medical history, current medication, and the record of every visit to the clinic.

This is the clinic's record. They decide what goes in it and how long it is kept; we hold and protect it on their behalf.

We use it only to run the service for that clinic — matching your pet to a suitable slot, giving the veterinary team what they need on the day, and keeping the history together.

We do not use your pet's medical information for marketing, we do not sell it, and we do not share it between clinics.

To run bookings: showing what is available, holding your appointment, matching your pet to a veterinarian with room for them, and managing the waitlist.

To communicate: sending your sign-in code, booking confirmations, reminders before a visit, changes to an appointment, and aftercare notes.

To keep records for the clinic, so their team can see your pet's history and write up a visit.

To keep the service secure and working: spotting misuse, investigating problems, and fixing errors.

To improve the service, using what we learn about how it is actually used. Where we can answer a question with aggregated numbers, we do.

For most people using Great Pet Vet, US state privacy law applies, and we handle your information to provide the service you asked us for.

Where the GDPR or UK GDPR applies to you, we rely on: performance of a contract, to run the account and booking you asked for; legitimate interests, to keep the service secure and to improve it; consent, for anything optional such as marketing, which you can withdraw at any time; and legal obligation, where we are required to keep or disclose something.

Your pet's medical record is handled on the clinic's instructions, and the clinic is responsible for the basis on which it is kept.

The clinic you book with. They see your contact details, your pet's record and your appointments. This is the point of the service.

Service providers who run parts of the service for us: hosting and database infrastructure, email delivery, and error monitoring. They act on our instructions, are bound by contract, and cannot use your information for their own purposes.

Authorities, where we are legally required to disclose something, or where it is necessary to protect someone's safety.

A buyer, if the business is sold or merged. You would be told before your information moved.

We do not sell your personal information, and we do not share it for cross-context behavioural advertising.

The clinic is responsible for your pet's medical record. They decide what is collected, who on their team sees it, how long it is kept, and when it can be released.

If you want a copy of your pet's medical record, want it corrected, or want it sent to another practice, ask the clinic. We cannot release or amend a clinical record on our own initiative.

Each clinic sees only its own patients. A clinic cannot see records belonging to another clinic, and we enforce that separation in the system itself rather than leaving it to configuration.

If you move to a clinic that does not use Great Pet Vet, your records remain with the clinic that holds them, and transferring them is between the two practices.

We use two kinds of cookie, and both are necessary for the service to work.

Sign-in cookies tell the service who you are and keep you signed in.

A booking cookie remembers the choices you make while picking an appointment: your pet's species and sex, and the clinic, service and day. It lets you leave the page and come back without starting again. It holds nothing that identifies you, and it expires after an hour.

Neither kind can be turned off while you use the service.

We do not use advertising cookies, and we do not track you across other websites.

Our error monitoring collects technical information when something fails, so we can find and fix it. It is not used to build a profile of you.

You can clear or block cookies in your browser. If you block them, signing in and booking will stop working.

Your account details are kept while your account is open, and for a period afterwards so we can handle questions, disputes and our own legal obligations.

Your pet's medical record is kept for as long as the clinic is required to keep it. Veterinary record retention is set by state law and by the clinic's own policy, not by us, and it typically outlasts your account.

A reservation made before you had an account becomes part of the clinic's booking records once you confirm it. If you never confirm it, we delete it a week after it lapses.

Technical logs and error reports are kept for a short period and then deleted.

When we no longer need something, we delete it or aggregate it so it can no longer identify you.

Information is encrypted in transit and at rest.

There are no passwords to steal. Sign-in uses a single-use code that expires, or a provider you already trust such as Google or Apple.

Access is scoped by clinic and by role, and enforced in the database itself, so a request that should not see a record cannot see it even if something above it is wrong.

Staff access is limited to people who need it to run the service, and it is logged.

No system is perfect. If a breach affects you, we will tell you and the relevant regulator as the law requires.

You can ask us to give you a copy of the information we hold about you, correct it if it is wrong, delete it, or send it to another service in a portable form. You can also object to particular uses, or ask us to restrict them.

If you are in California, you have the right to know what we collect, to delete it, to correct it, and to not be discriminated against for exercising those rights. We do not sell personal information, so there is nothing to opt out of.

To exercise any of these, write to privacy@greatpetvet.com. We will verify who you are before we act, and we will respond within the time the law allows.

Requests about your pet's medical record go to the clinic, because the record is theirs.

If you think we have handled your information badly, tell us first. You also have the right to complain to your state attorney general or, where the GDPR applies, your data protection authority.

Great Pet Vet is for adults. You must be 18 or over to hold an account.

We do not knowingly collect information from children. If a child has given us information, write to privacy@greatpetvet.com and we will delete it.

A parent or guardian can hold the account for a family pet, and their details are the ones we hold.

We update this policy as the service changes or the law requires.

The date at the top tells you when it was last updated. If a change materially affects how we handle your information, we will tell you by email before it takes effect.

Earlier versions are available on request.